QAHE University: Project Initiation Document for Classroom Renovation

This Project Initiation Document (PID) outlines a classroom and computer lab refurbishment project for QAHE University. The document details the project's goals and objectives, which include improving the educational environment and gaining a competitive advantage. It defines the project scope, identifies potential risks and constraints, and outlines assumptions made. The PID also covers project organization structure, roles and responsibilities, control mechanisms, and the reporting framework. Stakeholder analysis is performed to evaluate the interests and power of different groups. The project plan includes milestones, and budget assumptions are also discussed. The project aims to attract students and parents by providing modern educational services and infrastructure. The PID emphasizes the importance of risk management, communication, and stakeholder involvement for project success. The document is designed to guide the project manager in managing tasks, budgets, and stakeholder relationships to achieve the project's goals within the given timeframe.

PID – Project Initiation Document

INTRODUCTION...........................................................................................................................1
MAIN BODY..................................................................................................................................1
1. Project goals, objectives and critical success factors...............................................................1
2. Project Scope...........................................................................................................................1
3. Identifying risk and constraints affecting the project..............................................................2
4. Assumptions made about the project.......................................................................................3
5. Project Organisation Structure and Roles and Responsibilities..............................................3
6. Project Control Mechanisms....................................................................................................4
7. Reporting Framework..............................................................................................................5
8. Stakeholders and their Involvement........................................................................................6
9. Project Planning with Milestones............................................................................................7
10. Budget assumptions...............................................................................................................8
CONCLUSION..............................................................................................................................10
REFERENCES..............................................................................................................................11

INTRODUCTION
This project is based on the QAHE University which refurbish their classrooms and
computer labs. Collage wanted to complete this project before next year admission session
(Davis, 2014). They can increase number of admission which provide them combative advantage
or improve their collage reputation and image among the education sector. In order to complete
this project, QAHE University appoint a project manager who manage each and every task
which required to get success in this project or able to achieve their project goals & objectives
within given timeframe. For the success of any project, there are several milestone which
required to consider such as time period for the completion of project, budget for each task and
also make sure that staff done all their spending according to the budgeted amount. In addition,
in order to make successful this project QAHE University should focus on their stakeholders
who are interested in all the activities.
MAIN BODY
1. Project goals, objectives and critical success factors
Goals and objectives of this project are to refurnish the college classes and computer labs
in order to improve the education system for students and provide them modern educational
services. Another main objective of this project is that, university get the competitive advantage
through introducing technology based classes and computer labs. This project is to attract
students and parents and further influence them to take admission in this collage for the better
future of their child.
There are several critical success factors which motivate the QAHE University to get
success in this project. Success of renovation project will helps in improving competitive
advantage, get more admission, students able to improve their learning process with the help of
modern technology, better infrastructure motive students to come regularly and enjoy their
studies. These critical success factors force the project manager to take priories on those tasks
which are more essential as well as risky.
2. Project Scope
Main purpose of this project is done positioning of their collage image in the mind of
students or parents which helps in proving competitive advantage in the education sector
(Glukhov, Ilin and Levina, 2015). By renovating their computer labs and classrooms helps in
1

proving better infrastructure facilities to the students. It will improve as well as enhance
individual learning process or provide better experience which helps in understating things very
fast.
3. Identifying risk and constraints affecting the project
Risk management is now known as a crucial element of every advanced project management
system and that one of the main project management process groups have to get correct of order
to handle contracts, plans and system architecture. Nonetheless, a restriction is one that could
occur because need to delete it from the Threat List even so. It is a possibility in the identified
risks and so it exists in the cost analysis since it is a definite, where have to give it the correct
scope, plan and funding sources, let them name an example;
Budget risk: The risk of budget create problem in regard of excess cost and this predication
depend on the forward looking predict that mainly consist of some degree of uncertainty.
Integration risk: There are consisting various types of activities that were not integrated
perfectly and impact on the project in negative manner. These activities are technological,
information and procedure.
Schedule risk: It is mainly incorporate with a particular level of uncertainty in which
contains forward looking estimation and assumptions.
Different types of constraint
Time Constraint: The time limit applies to the timeline for end of the work, such as the
timelines for each stage of the process and the period on which the finished requirements will be
deployed.
Cost: The cost of the project, also called the budget of the project, contains all the
economic means in its building technique necessary to complete the work on time. Please be
aware that value does not only mean success for supplies – it also includes workers wages,
suppliers, quality assurance, and other variables (Trojanowska and Dostatni, 2017).
Scope: In proportion to the intensity needed to complete a project, the project scope
statement determines its unique objectives, milestones, functionality, and roles.
Risk analysis: Risk analysis includes analyzing how the results and goals of the project
will change because of the effects of the risk event. When the hazards are identified, they are
developed to determine the theoretical and practical effect of the risk on the plan so that effective
mitigation actions can be implemented. In managing projects, a risk is described as a
2

circumstance or occurrence that can adversely affect the successful project. You may define
several types of risk:
Risks associated with outside interested parties: clients, consumers, vendors
External Risks: members of the development team, upper executives
Risks associated with the projects: technical or logistical risks
Risks associated with events: Financial (e.g. financial crisis)
4. Assumptions made about the project
According to the project management body of knowledge, any task variable believed to be
accurate, actual, or certain lacking scientific evidence or presentation is presumption.
Realistically, creating a structure before creating a couple of judgments is difficult (Pollard,
2019). External surroundings are "a preparation element that is frequently taken as fact, actual or
probable without any justification or facts." The concept may be "Project Assumptions are
occurrences or situations reported to continue mostly during existence-cycle of the project.
1. Materials: End-users are common in research mostly during period they consent.
2. Delivery: Task services are configured to arrive as planned.
3. Budget - Projected project expense.
4. Finance – Financing to finish the project.
5. Scope - The variety of what you will be delivering.
5. Project Organisation Structure and Roles and Responsibilities
A project organization is a framework that promotes the collaboration of project tasks and
their execution. The framework represents the relation between process improvement
participants, and the macro environmental interactions (Borkovskaya, 2018). A "pure successful
project" is a management model in which project leaders has full oversight and over venture they
are supervising. For something like this to happen, centralized authority at management level has
to be poor.
3

This project based on the publishing the refurbishment of classes as well as slabs and
providing space to more people. For this provide the different roles and responsibilities to people
for this project such as:
Event organizer: This person organizes all the activities effectively in order to arrange
work in systematic manner. As an organizer focus on each activity which is required for the
project in effective manner.
Budget controller: This person focuses on all the expenditure and set all the expenses in the
given investment time period.
Every person has different responsibilities that have been completed in particular period of time.
6. Project Control Mechanisms
The strongest methods for project management would be those who take a reasonable
approach to addressing the challenges and issues that occur throughout project implementation.
These problems can include expenditure, range, time, quality and material services (Owusu,
Chan and Shan, 2019).
Cybernetic control: It is the most prevalent form of method of control. A project consists
of inputs or outputs. The performances may be in the form of goals to be achieved. The functions
rely on cybernetic sensors.
4

Go no go control: Go / no-go monitoring comes in the form of checking to ensure that all
preconditions are complied with until a process is performed. For a particular phase of the design
this form of command may also be used.
Post performance control: Upon end of the work or mission, comment-performance
restrictions are implemented. The emphasis there is not even on improving something that has
already occurred, but on ensuring that positive and negative behaviors are documented as useful
in upcoming work.
These mechanism control faces by the institution during the project renovation in specified
period of time.
7. Reporting Framework
When a company tries to conduct a project so for this require involving those people who
are related with the business in direct manner. For this require to use different types of
communication ways to communicate with the stakeholder, owner, managing director and many
others such as:
Verbal communication: If possible, using face-to - face contact at workplaces to avoid
many of the misinterpretation. Talking directly with others in person helps the wider context to
both be understood and heard. When a player on the team talks and sees the facial movements
and the body posture of each other. The concentrate on reflecting on each other and
communication fosters a sense of worth and reputation.
Phone conversations: Telephone use is a basic feature of many of these billing cycles.
Many people actually enjoy conversing by mobile with members of the team. Some so hate it,
they push off to the very moment. When the workforce you command is remote and scattered all
over the state, nation or planet, the telephone can be a critical form of communication (Kutsch,
Ward, Hall and Algar, 2015).
Written communication: Emails, memos, and notes are especially output ways to
communicate. For all four channels of information, this one will contribute to some of the most
miscommunications. Citizens sometimes read what are written, or believe that literary methods
of communication include implicit meanings or feelings. This can, and therefore should, be
prevented in a work environment.
Thus, these are the communication methods that use by the event organizer to report with
the other members who are working in this project.
5

8. Stakeholders and their Involvement
Stakeholders are the group of people who interested in every project or initiative of QAHE
University. There are several stakeholders who are interested in the each and every action of the
collage. It includes the advocacy group, media, alumni, hospital union etc. With the help of
power or interest stakeholder analysis, organization is able to evaluate the interest of single
stakeholder and its power. These people are one of the strongest one because they can helps in
achieving project success or can become the reason of project failure too. Stakeholder helps in
providing shape to the project, they work as winning resources that aid in achieving project goals
& objectives, build understanding through communicating with each and every group of
stakeholders. This analysis will be conducted below:
High power, Low Interest
(Alumni)
High Interest, High Power
(Hospitality Union)
Low Power, Low Interest
(Media coverage)
High Interest, Low Power
(Advocacy group)
From the above stakeholder analysis matrix, it has been observed that different
stakeholder groups have different interest and power (Kendrick, 2013). This matrix dividend into
four quadrants according to the power and interest of each stakeholder and it discussed below:
High Interest, High Power: Hospitality union includes the each person who is related to
this project such as project manager, employees and other project members who are working to
make this project successful. These people have high interest in this renovation project of class
rooms or computer labs because they are performing such task and work harder to complete
before the deadline given by the management. Union members also have high power because if
they all stop working, then this project surely failed and organization has to face huge loss and
face financial complications.
High Interest, Low Power: Advocacy group has high interest in this project but they also
have low power which means they can’t affect the project process by its involvement. This group
6

of stakeholder helps in providing custom care services through resolving people’s query.
Students and parents have several issues related to education facilities. So they resolve such
issues and because of this they have high interest but power is low in the company’s decision
making process.
Low Interest, High Power: Alumni has low interest and high power, they manage the
current student’s skills and help them to improve their skills as well as abilities (Kerzner, 2015).
They have high power because they have to maintain coordination among management and look
in the internal matters for the success of project.
Low Interest, Low Power: Media houses such as Extra News have low interest and low
power because they can publish only that information which they get from the higher authorise
of the collage. In addition, they have other news as well, so they show little bit interest and they
don’t have any power to change something into internal matters.
Above discussion shows that different stakeholders have different interest and power, so
they can interfere accordingly. Project manager need to design the task after evaluating inertest
of each stakeholder and make sure to fulfil their requirement for the success of project.
9. Project Planning with Milestones
While performing any project in the organization, there are several milestones which affect
the project life cycle from initiation to closer (Lock, 2016). QAHE University conduct a event
where they make people aware about the refurbishment of classrooms and computer labs to
provide better learning experience to the students and this project also helps in proving
competitive advantage. This project also contains some milestones which are as follow:
 Project objective: It is one of the main or essential milestones of every project which
required achieving and for that, propjet manger develop several strategies. Goals of this
project is to make people aware about the latest learning technology provided by the
QAHE University and further helps them to get more admission in the next session.
 Budget: For the promotion of renovated classrooms and computer labs event, QAHE
University spend £ 50,000 and make sure that all the activities or task should convert
under this amount. It is one of the important milestones because without financial
support, project manager unable to achieve success. They should make sure that team
members will complete every task as per the given budget.
7

 Time period: After producing budget for the event, project manager also define the time
period which taken by the each task. Every work needs to be completed of decided time
otherwise event will not be executed on time which is the biggest failure of any project.
Project manager of QAHE University decided to complete their renovation work between
1st of August to 28th of September. It is the peak period for the colleges when students
take admission.
 Approach: In order to aware students that they offer modern technology based learning
classes to the students to improve their learning process, project manager follow several
approaches of marketing such as publish renovated classrooms videos on internet,
distribute templates, place holdings etc (Madter, Bower and Aritua, 2012). Effective
approach helps in maximising overall admission in the next session.
 Key members required: Even key leaders or personnel participating in the development
process are important for effective project work to be carried out. It is necessary to
monitor the main leaders who will be performing the most critical role of overseeing
project tasks and activities prior to completing any e project for. This project include the
project manager who is responsible for everything, team members who obey the team
leader, volunteer who helps in completing project.
Above discussed milestones are identified in this project and project manager need to ensure
that all the activities should be completed on given time otherwise it will be failed and QAHE
University have to face huge financial and brand image loss which further affect the revenue of
the collage due to failure of this project. Managers required effective planning where they decide
each activity time frame and make sure that entire renovation work should completed before 10
to 20 days of promotional event. Because, if any medication required then it will be done in
between these days but make sure that work should be completed on time. Project manager need
to monitor or control the entire process from the initiation process to the closer of project.
10. Budget assumptions
In the broad way, the budget is defined as an objective document, reflecting a financial
calculation of governmental receipts and expenses for that same length of time. Budget is a
systematic statement of financial reporting, planned well before given timeframe to act as an
estimation of projected sales and overpayments (Blomquist, Farashah and Thomas, 2016). A
budget is being used to predict an organization's financial outcomes and financial status over a
8

future timeframe. This can be used for preparing and calculating quality objectives this may
include expenditure on capital assets, implementing new goods, recruiting staff, establishing
compensation programs, monitoring activities, etc.
Particulars August September
Cash inflows
Investment 50000
Credit sales 2000
Total inflows 50000 2000
Cash outflows
Fixed : Equipment’s 2500 1000
Variable : Direct material 3500 300
Venue 0 20000
Decoration & lighting 1500
Catering 3000
Sudden expenditure 1000
Promotional cards 800
Digital and social media advertising 2000
Insurance & security 2500
Total outflows 6000 32100
Net cash flow 44000 11900
Opening balance 0 44000
closing balance 44000 11900
As per the above table it has been analyzed that the project based on the renovation in which
require to innovate the classes and make comfortable for students. For this invest about 50000
amounts. After all the deductions from the investment remaining amount 11900. After conduct
all the activities organize an event in which presents all the classes in order to gain many
9

advantageous. In this budget define all the expenditure that face by the institution and spend
amount in two months for the event. Total outflow of the institution is 6000 in August after that
remaining balance 44000 after that from this amount less expenditure of September which is
32100. At the end collect amount of 11900 after adjust all the expenditure from the investment.
CONCLUSION
As per the above report it has been concluded that to manage any project require focusing on
all the activities that conduct by the organizer in systematic manner. At the time of this project
face various types of risk and analysis in certain period of time. Along with analysis the set
framework, communication ways, set budgetary assumption and many other things.
10